DataDios Identity & access

Overview

Identity & access is where you manage the people and machines that can sign in to your tenant, and review what has been shared with whom. The page describes itself as:

Manage the people and machines that can sign in to your tenant. Add a new user, switch an account between admin and member, or disable access — changes apply immediately.

Changes take effect immediately — there is no separate save or publish step.

Accessing the page

Open Manage from the left-hand sidebar, then select Identity & access under the IDENTITY & ACCESS group. The sidebar entry carries a badge showing the total number of accounts in the tenant.

Interface

Identity & access is divided into nine tabs. Users and Sharing are available today; the remaining seven appear in the tab bar but are not yet built, and open to a "coming soon" message.

Tab	Status	What it covers
Users	Available	Accounts that can sign in to the tenant.
Agents	Not yet available	Machine principals.
Roles	Not yet available	Named permission sets.
Policies	Not yet available	Fine-grained access rules.
Masking	Not yet available	Column and field masking rules.
Access requests	Not yet available	Requests for access awaiting approval.
Purposes	Not yet available	Declared purposes for data access.
Group mappings	Not yet available	Mapping identity-provider groups to DataDios roles.
Sharing	Available	Resources shared between users.

Kinds of account

DataDios recognises four kinds of principal:

Kind	Description
Local	Managed by DataDios. Signs in with a password set in DataDios.
SCIM	Provisioned from your identity provider.
JIT	Created on the fly through OAuth. Has no DataDios user row.
Service account	Machine-to-machine access.

Lifecycle differs by kind — invitation, role assignment, group mapping and token flows are not the same for a SCIM account as for a local one.

note

Only Local accounts can be created from the interface today. The Account type list in the Add user dialog offers no other option, and the Agents tab that will manage machine principals is not yet available.

1. Resources Tab

There is no Resources tab in the new UI. Shared resources are listed on the Sharing tab instead — see Sharing below.

2. Policies Tab

The Policies tab is present in the tab bar but is not yet built — it opens to a "coming soon" message.

3. Users Tab

The Users tab lists every account in the tenant. The header shows three counts — total, active and disabled — and an Add user button.

Deleting vs. disabling a user

• Old UI: Administrators can permanently delete a user account. This removes the account's own data and revokes its shares — see the warning further down this section for what that does to resources the account owned or had shared with it.
• New UI: There is no delete action on this page. Administrators disable an account instead, which leaves its records and anything it owns in place — see Row actions below.

Finding an account

• Search users… filters the list as you type.
• Filter Role and Filter Status narrow the list by column.
• Select the NAME heading to sort.
• Columns shows and hides individual columns.

The list loads in pages rather than all at once; the count above the table tells you how many rows are currently loaded.

User columns

Column	Description
NAME	Display name, with the account's email address beneath it.
TYPE	The kind of principal. Shows — for accounts with no type recorded.
ROLE	The account's access tier — for example Normal, Admin, Privileged or service.
STATUS	ACTIVE for accounts that can sign in, or disabled.
ACTIONS	Per-row actions, described below.

Row actions

Each row offers two actions:

• Disable — revokes the account's access. The change applies immediately. Disabling the organization's last admin is refused.
• Download details — downloads that account's details.

A third action, Change email, is documented for default-tenant administrators — see Changing a user's sign-in email address below.

Not confirmed on every build

This action ships with the feature described in #191. It was not visible on the row actions of the testing environment used to verify the rest of this page (signed in as a default-tenant administrator), so it may not be deployed to every environment yet. If you don't see it, the rest of this page's V2 content is unaffected — the row still offers Disable and Download details.

Accounts are disabled, not deleted

There is no delete action on this page. An account you no longer want is disabled, which leaves the record and anything it owns in place. Users can delete their own account from User Profile, and that is blocked when the account owns or shares workflows, or when it is the organization's last admin and other users remain.

Adding a user

Select Add user to open the dialog, complete the fields and select Add user to create the account, or Cancel to close without creating it.

Field	Notes
Account type	Local — "Local accounts sign in with the password set below." No other type can be created here yet.
Email	The address the user signs in with.
First name	The user's first name. Can't contain digits.
Last name	The user's last name. Can't contain digits.
Password	The initial password the user signs in with. At least 12 characters.
Access tier	Normal or Admin.

note

Access tier is described in the dialog as "a coarse marker — roles and policies still determine real permissions." Setting a user to Admin is not the whole of their permissions; the Roles and Policies tabs that refine them are not yet available.

The password you enter here is the user's initial password. Share it with them over a secure channel and have them change it from User Profile after their first sign-in.

Sharing

The Sharing tab lists resources shared between accounts — data sources and diff workflows, rather than users themselves.

Sharing filters

• Shared by me / Shared with me switches between grants you made and grants made to you. The header count reflects the current view.
• All, DATA_SOURCE and DIFF filter by resource type.

Sharing columns

Column	Description
RESOURCE	Name of the shared data source or workflow.
TYPE	DATA_SOURCE or DIFF.
GRANTED BY	User ID of the account that shared it.
SHARED WITH	User ID of the recipient. * means shared with everyone in the tenant.
GRANTED	Date the share was created.
PERMISSION	The level granted — for example VIEW.
ACTIONS	A single revoke icon (trash can). Selecting it removes that share.

note

A * in SHARED WITH means the resource is visible to every account in the tenant, not to a user literally named *. Check this column before assuming a data source is private.

Not tested on the live tenant

The revoke icon was not selected while verifying this page, to avoid mutating shared, real tenant data. Whether it asks for confirmation, and whether revoking a wildcard (*) share removes it for everyone at once, was not confirmed.

A DataDios data source cannot be shared

From the DataDios release after v1.13.0, a data source of type DataDios, such as datadios_self, cannot be shared with anyone, and neither can a workload chart that reads one. A DataDios data source signs in to a DataDios account, usually your own, and reads its data sources, workflows and schedulers. In earlier versions both can be shared.

From that release:

• Share data source is not offered for a DataDios data source. For a workload chart over one, neither Share graph nor Share with more users is offered.

• A share request that includes a DataDios data source, or a workload chart over one, is refused with the message Data source '<name>' cannot be shared. Nothing in that request is shared, not even the other resources in it.
• The upgrade to that release removes every existing share of a DataDios data source, and every share of a workload chart over one. The people they were shared with are not told, and the shares cannot be put back.

• On a dashboard shared with you, a workload chart or insight widget over the owner's DataDios data source does not load. It shows This widget runs the owner's SQL and isn't available on a shared view. That message is shared with other widgets that cannot run on a shared view; here the reason is that the data source cannot be shared. The owner still sees these widgets on their own dashboard.

Changing a user's sign-in email address

Accounts created before DataDios validated email addresses can be left holding an address that no longer works — or was never a real mailbox. Anything that reaches the person through their address (email verification, password reset, a two-step authentication code) then has nowhere to go, and the account becomes unusable. An admin can correct the address in place to bring the account back.

Who can do it. Only an admin of the default tenant. Admins of other tenants do not see the option, and the server refuses the request if it is made another way.

Not confirmed on every build

This action ships with the feature described in #191. It was not visible on the row actions of the testing environment used to verify the rest of this page (signed in as a default-tenant administrator), so it may not be deployed to every environment yet. If you don't see it, the row still offers Disable and Download details.

How. Open Manage → Users (Manage → Identity & access in the new UI), find the user, and choose Change email on their row. Enter the corrected address and save.

What it does — and does not — do:

• It changes the address the person signs in with, immediately. Their old address stops working at the next sign-in; any session they already have stays valid until it expires.
• It does not notify them. Tell them their new sign-in address yourself.
• It does not change their password, their role, or anything they own.

When the change is refused. The address is the account's identity, so DataDios declines a change that would break something. You will see the reason on screen:

Reason	What it means
The address is already in use	Another account anywhere in the installation already has it. Two accounts cannot share an address, because sign-in could not tell them apart.
Not a valid email address	The value is not a well-formed address.
Reserved system account	Built-in DataDios service accounts cannot be renamed.
Managed by your identity provider	The account signs in through SSO (Microsoft or Google), where the address comes from the provider, not from DataDios. Change it there.
Grants privileged access	The address carries cross-installation administrator rights. It is changed through configuration, not by renaming an account.

Conclusion

Identity & access is the single place to control who can reach your tenant and what has been shared with them. Most of its surface is still being built — today, that means the Users and Sharing tabs.